Journals Assistant

Summary of Work Activities and Responsibilities:

The Journals Assistant handles the day-to-day operations of university journals supported by the OAVP RCWI Journals Section. This role is responsible for maintaining the database containing records of the journals' subscribers and agents, subscription payments, and shipment of journal copies; handling the journal's accounts with e-commerce platforms; helping manage the journals' pages in the university's institutional repository; coordinating the domestic and foreign distribution of the journals' print copies; responding to daily general inquiries and referring specific concerns to the respective journal editors/teams; planning and executing the journals' events and partnerships; and processing the journals' expenses and budget through the Central Accounting Office Payments System [CPS] and the eRequisition-Central Purchasing Office [CPO] databases.

Main Duties and Responsibilities:

Subscription and Database Management

• Handles routine correspondence with agents and subscribers to ensure that subscription and other payments are made and received in a timely and efficient manner
• Handles routine correspondence with actual and potential subscribers through various media, including telephone calls and the Internet
• Keeps and updates a record of revenues from subscriptions and sales, inventory-in-process for auditing purposes
• Maintains and regularly updates the journals database that contains all records pertaining to subscribers and their subscription orders
• Turns over cash, direct deposit, check payments, and wire transfer payments received from domestic and foreign subscribers to the university cashier for deposit
• Manages the local, national, and global distribution and delivery of the journal's print copies and ensures minimal loss and wastage
• Looks after the day-to-day management of the journal pages in the Institutional Repository (Archīum); acts as the website's subscription manager for the university journals
• Coordinates with existing agents, stores, university presses, and other marketing outlets to help promote the journal, increase the subscription base, monitor journal sales, and ensure the correct and timely collection of payments
• Handles the journals' accounts with Lazada and Shopee and plans the journals' quarterly sales

Editorial Support

• Responds to daily general inquiries from potential authors, referees, and the journal's general readership, and refers specific concerns to the respective journal editors or teams
• Coordinates with printers and other journal production persons and entities
• Coordinates with the journals' other online partners, such as Scopus, JSTOR, and Project MUSE, on routine matters such as the submission of online content on a quarterly basis.
• Handles the filing of copyright application, processed at the National Library of the Philippines, for each of the journal's quarterly issues, as soon as they are off the press
• Performs routinary & monitoring tasks related to peer review, proofreading, and post-production of laid-out manuscripts, for journals that may request for these kinds of assistance

Administrative Support

• Prepares Order for a Check, Petty Cash vouchers, and requests for Budget Transfers and purchase requisitions
• Keeps and updates records of revenues from sales and subscriptions as well as print production and other expenses of the Journals Unit
• Purchases, monitors, and maintains sufficient stock of office supplies and pantry.
• Oversees the maintenance of the physical cleanliness, orderliness, and security of the journal office.
• Prepares quarterly and annual reports of sales revenues and expenses as well as inventory of journal copies for internal planning as well as external auditing purposes
• Processes the journal's expenses and requests through the Central Accounting Office Payments System [CPS] and the eRequisition-Central Purchasing Office [CPO] databases

Other Duties and Responsibilities

• Handles the filing of copyright application for the other ADMU journals in coordination with the Journals Support Supervisor.
• Handles the logistical requirements of conferences and other special events organized by the Journals Unit
• Provides occasional assistance to OAVP RCWI events
• Coordinates meetings of and produces minutes for the Journals Unit
• Provides secretarial assistance to the Editor-in-Chief.
• Coordinates, whenever needed, with the editors of various journals in obtaining data (e.g., that may be needed by Scopus, etc.) on the members of their respective editorial boards, published authors, contributors, referees, and the like, while adhering to data privacy standards
• Responds to and processes requests for permission to reprint articles and other content, with the supervision of the manuscript editor
• Performs other tasks that may be assigned from time to time

Knowledge, Skills, and Abilities:

• Oral and written communication skills
• Computer skills (MS Office, InDesign, Adobe Acrobat)
• Keen eye for details
• Basic accounting skills
• Interpersonal Skills
• Flexibility

Education and Experience Requirements:

• Graduate of a 4-year College Course
• At least 3 years' experience in providing support to journal publishing

Job Type: Full-time

Work Location: In person